Weddingbee Blog

Discussing money and contracts can be intimidating, but if you go in with a plan and a level head, negotiating can be easy!

Okay, it’ll never be easy for some, but at least you’ll feel more confident!

• Prior to your meeting/phone call with your vendor, WRITE DOWN what you want to ask and say. Even script out a bit of what you’ll say because a huge part of negotiating is wording things well.
• Keep that pen and paper handy. Listen and take notes! They will be extraordinarily handy when you’re trying to remember a detail a few weeks after your meeting.
• Repeat what your coordinator/vendor says as you take notes. This way, if there is ever a dispute between what was said and what was written, you’ll at least be able to say that you double checked before you wrote it down!
• Be as friendly as possible. Yes, they want your business and your money, but just remember… your relationship with this person could last a year or longer! If you start off acting hostile and demanding, you’re setting yourself up for a very frustrating long-term business relationship. AND you’re less likely to get any deals or “extras” with that attitude.
• When talking money, keep in mind that they’ll start a little high and you’ll start a little low… not insultingly low. If you low-ball your venue with too many laughable counter offers, they will not take you seriously, and might get so annoyed that they won’t budge at all.
• If it’s the other way around and your venue refuses to negotiate in terms of dollars, see if you can get anything added into your package instead. Ask if you can upgrade the food or if they could provide a DJ.

After working in the catering business for over a year, I learned about ALL the little extras that a venue can hit you with that aren’t included in the quoted price.

Ask some of these questions and you’re much less likely to be surprised when the bill comes:

General

• Deposit amount?
• When is final payment due?
• Final head count due date?
• Length of Event / Overtime fees?
• Ceremony Fee?
• How many servers?
• Server attire & colors?
• DJ restrictions?
• Is there a sound system set up for a playlist to be played during ceremony/cocktail hour?
• Staffing fee/Coordinator fee?
• Time break-down possibilities:
  • 30 min ceremony, 1 hr cocktail, 2.5 hour dinner/reception
  • 30 min ceremony, 30 min cocktail, 3 hour dinner/reception
  • 15 min ceremony, 45 min cocktail, 3 hour dinner/reception

Bar

• Wine/Beer by Consumption bar is preferred
• Some non-drinkers
• Can we taste some of the wines on the menu & meet with head bartender/sommelier to help us choose based on our preferences and tastes?
• Can you purchase specific wines we may want that are not on your wine list? Additional cost?
• Discounts per case of wine possible?
• Will the wine markup be the same for our party or less?
• Bartender Fee?

Food

• Cocktail hour, appetizer, dinner, and cake
• Cocktail ½ hour possible?
• Pre-ordering requirement? Fee for no pre-orders?
• Cake table? Instead of one larger cake, possibly have 3 or 4 smaller simple cakes with different flavors/icings
• How does the menu change seasonally?
• Duet plates possible?
• When could we set up a tasting, and could my parents attend since they are financially contributing?
• Will you print off menus for our guests, or will we? If we print them, could we use our venue’s fonts?

Décor

• Centerpieces: Can we use the candles/votives the venue already has? If so, how many will be at our disposal?
• Tables/Chairs/Linens: Are they available? Any extra fee/charge to use them?
• How much time will be allowed for us to access the venue to set up prior to ceremony?
• Projection system available for a slideshow? Cost?

Do you have any tips or questions to tack onto this list? Were you able to successfully negotiate down a price of one of your vendors? What were some of the things you think helped out in your negotiation process?